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General Information and Frequently Asked Questions

The following general information applies to all payrolls at Brown University. Please feel free to contact a member of the Payroll staff on a specific issue or concern.

How do I change the amount of Federal and State taxes that are withheld from my pay check?

The Federal Form W-4 is used to determine the amount of Federal taxes withheld from each check. This form is available in the Payroll Office or can be downloaded from the Human Resources web site at "HR Forms". The W-4 form must also be used in the case of claiming an exemption from having any taxes withheld (normally students). However, when claiming "exempt", it is necessary to re-file this form each calendar year before February 15th. Your W-4 form may be changed at any time during the year.

State of Rhode Island taxes are withheld based upon a tax table published by the State. If an employee desires additional RI withholding, the amount should be indicated on the bottom of the W-4 form.

How do I request a duplicate W2 or 1042S form?

W2 and 1042S forms are mailed to the employees on or before January 31st each year. If you have not received your form by the end of February or have lost your form, request a duplicate by sending an email to Controller_Payroll@Brown.edu. Include contact information (phone number or current address), the calendar year of the form requested and a duplicate will be processed and sent to you.

How do I change my home address or campus box number?

Address changes, either home or at Brown, must be submitted on the employee’s Personal Data Form.

I am a graduate student receiving a fellowship, how and when do I get paid?

U.S. Residents: Your fellowship will be paid through the payroll system. You will receive your check/direct deposit advice from your department according the semi monthly payroll schedule posted under deadlines and pay dates on this website. The amount of fellowship paid to you by Brown University will not be included in a W2 form at year end. The total amount paid to you is listed in the year to date column on your pay stub. Use the amount on your final stub when completing your tax filing for the calendar year.

Non U.S. Residents: Your fellowship will be paid through the payroll system. You will receive your check/direct deposit advice from your department according to the semi monthly payroll schedule posted under deadlines and pay dates on this website. The amount of fellowship paid to you by Brown University will be included in form 1042S at calendar year end. You will receive this form by February 1st and should use this form to complete your tax filing for the calendar year.